The Power of Closed-Loop Medication Management in Long-Term Care

Did you know that, according to the U.S. Pharmacist, 7 million patients in the U.S. are affected by medication errors each year?

These errors remain one of the most common risks in long-term care and assisted living communities. A missed dose here, a wrong pill there, these slip-ups can lead to serious consequences for residents and added stress for caregivers.

Technology has evolved to proactively prevent medication errors before they reach the resident. This is the foundation of Closed-Loop Medication Management (CLMM). With the smart systems in place, you can easily track, verify, and document medications in real-time.

At DosePacker, we make this possible with features like barcode scanning during Med Pass, automated MAR charting, real-time narcotics tracking, and workflows for proper documentation of medication destruction and reporting, helping communities close the loop on medication safety so nothing slips through the cracks.

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How Does CLMM Work?

A Closed-Loop Medication Management system is one that connects every step of the medication process from the doctor’s order all the way to the resident’s bedside. 

The goal of “closing the loop” is to ensure that the right person receives the right medication at the right time, every time. Here’s how it works:

1. Prescriber Order Entry: It all starts with a physician or provider entering a digital medication order.
2. Pharmacy Approval Check: Next, the pharmacy reviews and verifies the order, prepares the medication, and ensures it’s ready for medication delivery.
3. Efficient Cycle Medication Inventory Control: Use barcode scanning to efficiently and accurately check in medication deliveries and update medication inventory. 
4. Barcode Scanning During Med Pass: At medpass, caregivers can scan both the resident’s ID and the medication. If the staff scans the incorrect medication, or the wrong patient’s medication, the step stops the caregiver from being able to complete passing the medication.
5. Real-Time Documentation: As soon as the medication is administered (or declined), it will be automatically recorded in the system, eliminating the need to backtrack or re-enter data later.
6. Alerts and Confirmations: Smart alerts guide caregivers through medication workflows, catching potential errors and confirming safe administration at every step.

Each step checks the one before it, creating a closed loop that eliminates redundancy and reduces the chances for human error.

Why Medication Delivery Safety Is Still a Challenge

Even with well-trained staff and good systems in place, medication errors can still happen and often for reasons that are completely preventable. Let’s break down the most common challenges:

1. Manual Med Pass = More Room for Mistakes

Caregivers relying on paper records or memory open the doors to:

• Dosing mistakes
• Poor timing
• Missed medication
• Duplicate intakes

Medication error rates can vary depending on the setting. But even one slip-up can have irreversible consequences.

2. Traditional MARs Don’t Cut It Anymore

Old Medication Administration Records (MARs) are often:

• Incomplete
• Illegible
• Outdated by the time they’re checked

When it becomes outdated, it poses a safety risk that puts residents and staff at risk during audits or incidents.

3. Narcotics Handling = High Stakes

Controlled substances require tight protocols for logging and destruction. Without automation, facilities risk:

• Dose count discrepancies.
• Improper disposal.
• Regulatory non-compliance.

In California, for example, Form 622 must be completed for the destruction of narcotics, which is often done manually, adding time and room for error.

4. Pressure from Regulators Is Rising

State and federal agencies are raising expectations for medication safety, expecting:

• Accurate, real-time records.
• Consistent medpass processes.
• Full compliance at any moment.

If you fall short, communities may face fines or citations, liabilities, and a damaged reputation.

How DosePacker Enables Closed-Loop Safety

DosePacker was built to close the loop, not just in theory, but in everyday practice. Our system is designed to reduce errors, enhance compliance, and support caregivers with real-time, reliable tools that make medication management safer and more effective.

1. Scan to Administer Meds

Caregivers simply scan the resident’s ID and the medication package, and our system confirms whether it’s the right medication, the right dose, at the right time, and for the right person. If something doesn’t match, the system blocks the administration.

2. Real-Time Pharmacy Integration

DosePacker syncs directly with our pharmacy partners. This ensures medication orders, updates, and refill information are always up to date.

3. Instant MAR Charting

Scan the dose-level QR codes to document  medication administration and automatically record the administration in the electronic MAR. There’s no need for manual entries or backtracking, as everything is logged in real time through tools like CareCommunityOS.

4. Automated Tracking of Controlled Meds

Every narcotic dose is logged, tracked, and reconciled automatically. Inventory updates are made in real time, and destruction events are fully documented with built-in support for completion of Form 622 to meet regulatory requirements.

5. Camera or Sensor-Based Verification

For added assurance, DoseKart & DoseMinder use sensor or camera technology to verify that no medication is left within the storage devices, providing extra accountability for high-risk or high-importance meds.

6. Alers and Audit Trails

Missed dose? Narcotics discrepancy? DosePacker flags it instantly. Our system generates an audit trail, ensuring you always have the information readily available when you need it.

The Benefits of CLMM with DosePacker

With DosePacker supporting your CLMM, what can you expect for the future of your medication process? Here’s what you can get when you close the loop:

Fewer Medication Errors, Better Outcomes

By verifying every step of the medication delivery process, DosePacker helps prevent wrong meds, missed doses, and timing errors before they reach the resident. Fewer mistakes lead to better health outcomes, improved safety, and more confidence at every shift.

Stronger Compliance, Less Stress

DosePacker makes it easier to meet local, state, and federal regulations. From automated charting to narcotics tracking and Form 622 support, your facility is always audit-ready, with consistent and reliable documentation to support you.

Increased Staff Efficiency and Confidence

With guided workflows, smart alerts, and real-time data, medpasses become more streamlined and far less stressful. When you have the right tools to guide caregivers, every member of your care team can move through their tasks with clarity and confidence.

Enhanced Resident Safety and Trust

When residents consistently receive the right meds at the right time, they feel safer. DosePacker brings visibility and accountability to every dose, helping build trust in your care team and the services you provide.

Easier Audits with Digital Records

No more digging through binders or chasing down paper logs. DosePacker maintains detailed, time-stamped digital records for every medpass, enabling faster audits, reviews, and internal checks.

When you have the right tools, you can guarantee success for yourself and safety for the people you care for!

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Moving Toward a Safer Medication Delivery with DosePacker

Medication safety is a core standard of care. That’s why Closed-Loop Medication Management (CLMM) is the way forward. 

And with us at DosePacker, it’s not just achievable; it’s practical, reliable, and built for your day-to-day reality by:

• Eliminating manual handoffs that often lead to miscommunication and missed doses.
• Ensuring everyone is working from the same real-time data.
• Reducing documentation pressure with instant, automated charting.
• Making audits and compliance easier with clear digital trails for every med, every shift.
• Supporting staff accountability without adding stress or extra steps.

We don’t just help you meet standards; we help you set them with a solution that’s practical, reliable, and built to grow with your community’s needs.